Reception & Admin Assistant

Role Overview

This position is responsible for providing the company’s reception and telephone duties in a professional and courteous manner and ensure all company administration is archived accurately and efficiently.

Common Tasks

• Answer the main switchboard and route calls to the relevant persons.  If required take telephone messages and pass onto relevant persons
• Organise / schedule meetings – setting up meeting rooms with adequate refreshments.
• Assist with the organisation and catering of lunch for meeting that are scheduled
• Greet persons attending CONSULTUS offices and maintain the office visitor’s book
• Assist the Office Manager with PA duties for Directors, Associate Directors, Heads of Departments and Senior Managers
• Distribute post to the rest of the business
• Sort and frank all external mail ready for collection each evening
• Ensure that the reception and meeting room areas are kept presentable
• Ensure that the fire list is updated daily with visitors and employees in case of emergency evacuation
• Assist with the creation of energy compliance service proposals and send to clients
• Provide administrative support to other teams which can include assisting with: data entry, filing, creating and sending letter of authorities, sending out repots to clients

Measurable KPI’s

• Prompt answering of the main switch board in a polite manner
• Meeting rooms are well presented and lunch is provided in a timely manner
• Meeting room bookings dealt with promptly, within agreed SLAs
• Weekly review of reception procedural and information documents
• Franking and distribution of mail within agreed SLAs
• Quality of interface feedback from external contacts
• Quality of interface with other CONSULTUS team members
• Application of the Core Values
• Adherence to the Company Standards, Policies and Procedures

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